Private Events Coordinator

Job Description

Tulsa Botanic Garden is seeking a positive, enthusiastic and results-driven Private Events Coordinator to lead private event sales and the strategic planning, coordination and execution of all private events at the Garden.
As a non-profit organization we work together to promote the beauty of plants and nature while building and sustaining an exceptional botanical garden. We are passionate about educating guests, rooting ourselves in the community and using our creative minds and skills to further the growth of the Garden.

This is a fast-paced, guest-centric role with a strong focus on revenue generation, customer service excellence, and event execution. The ideal candidate thrives in a dynamic environment, is highly organized and enjoys creating memorable experiences for guests.

About Us

Tulsa Botanic Garden is a place for connecting people with plants and each other. Generations of families visit to celebrate and make memories. Beautiful gardens, such as the A.R. and Marylouise Tandy Floral Terraces, not only offer opportunities for escape, contemplation and inspiration, but also serve as a living collection of plant life for research and conservation.

This living collection acts as an outdoor classroom for exploring plant adaptations, life cycles, and interrelationships in nature. Groups from pre-K to college utilize the Garden for hands-on investigation and experiential learning. Dynamic educational programming sparks curiosity in the natural world with visitors of all ages.

Duties & Responsibilities

Job Duty Highlights: Proactively sources new business to meet monthly and annual sales goals, including private events, corporate events, weddings, and group ticket sales. Responds to inquiries related to rentals and events with a strong focus on sales, smooth implementation, and excellent customer service. Facilitates on-site, day-of event timelines, logistics, and preparations, including coordinating event furniture and signage, managing setup and tear down, overseeing vendor and catering logistics, and ensuring proper cleanup and closing. Collaborates closely with all departments to successfully execute public programs, fundraisers, and other special events.

Education and Experience

Job Qualifications and Highlights: Event planning or management experience is required, with a minimum of one to two years of relevant experience. The ideal candidate has a genuine passion for the outdoors and experience managing complex event logistics. They demonstrate a high level of professionalism and discretion, along with strong communication and organizational skills. This role requires flexibility and adaptability, with the ability to problem-solve effectively and manage multiple tasks at once. Willingness to work evenings and weekends, including hours exceeding 40 per week when needed. Proficiency with Microsoft/Windows, Square, and CRM systems is preferred. A valid driver’s license, reliable transportation, and the ability to operate a golf cart–type vehicle are required.

Additional Information

Compensation and Benefits:
The organization offers competitive compensation aligned with nonprofit organizations, balanced with a strong benefits package and a mission-driven work environment. Benefits include company-paid health insurance, an employer-sponsored retirement plan with company matching, paid time off and paid holidays, a Garden membership, and additional employee discounts.

Working Conditions and Environmental Exposures:
The position will at times be a seated, indoor office position and at other times will require extensive walking, stooping and lifting. While performing the duties of this job, the employee will have exposure to outside weather conditions and uneven, unpaved terrain. The noise level in the work environment is usually moderate to loud. The employee may be asked to lift 50+ pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Application Instructions

Interested Candidates:
Email a cover letter, resume and 3 references to lindsay@tulsabotanic.org. No phone calls please.